Trailhead superbadge reports dashboards
Superbadge
Reports & Dashboards Specialist
Craft a set of powerful reports and dashboards to shine a light on your data.
What You’ll be Doing to Earn This Superbadge
  1. Import survey and opportunity data
  2. Create sales dashboards in Salesforce Classic
  3. Create sales dashboards in Lightning Experience
  4. Create marketing dashboards in Salesforce Classic
  5. Create contact and hobby reports
  6. Configure reports and dashboards security
Concepts Tested in This Superbadge
  • Data Import
  • Reports and Dashboards in Salesforce Classic
  • Reports and Dashboards in Salesforce Lightning
Duration: 4-6 Hours Estimated

Pre-work and Notes

  • Grab a pen and paper. You may want to jot down notes as you read the requirements.

  • Create a new Trailhead Playground for this superbadge. Using this org for any other reason might create problems when validating the challenge.

  • Install the unmanaged package to implement hobbies. You might be required to add extra custom fields to standard and custom objects to complete the challenge. If you have trouble installing a managed or unmanaged package or app from AppExchange, follow the steps in this article

  • Because this superbadge involves USD currency, you may need to update your personal preferences. Go to My Settings | Personal | Language & Time Zone and change the Locale to English (United States) and the Language to English and click Save.

  • For the purposes of this challenge, assume that all reports that relate to opportunities run using opportunity close dates from 1/1/2020 to 6/30/2020. Yes, that’s right. 2020.

  • During the course of this superbadge, you’ll be asked to move your reports and dashboards to specific folders, and set folder security. Until that time, store your reports and dashboards in your personal custom report and dashboard folders.

Use Case

Get Yo Gear, a leader in the wholesale sporting goods market, is using Salesforce to run and track their sales and marketing organization. You were recently hired as their Salesforce admin. Get Yo Gear’s previous admin didn’t have enough time to really dive in and get folks what they needed, so you’re keen to show them what Salesforce can do! You’re especially eager to introduce them to how awesome reports and dashboards are in Lightning Experience.

The existing dashboards and reports aren’t providing the right kind of metrics, and people are having a hard time finding the reports they need. The previous admin created some custom objects and fields, but they aren’t available to report on. Not only that, there is currently no security in place around reporting, so people are seeing data they shouldn’t (never good). This work is challenging, but as an Awesome Admin, you eat data analytics for breakfast!

Key Stakeholders

You’ve completed a series of info-gathering sessions to nail down what’s needed. Your key stakeholders are:

  • Jahmiah Charles (SVP Sales & Marketing)

  • Sandita Jaya (Marketing Manager)

  • George Alfarsi (Sales Manager)

  • Camila Martinez (Sales Operations)

Organizational Chart

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Standard Objects

You’ll be working with the following standard objects:

  • AccountBusinesses that purchase from Get Yo Gear

  • ContactProspective and existing customer contacts of Get Yo Gear

  • OpportunityPurchase orders made for sporting good sales

Custom Objects

One of Marketing Manager Sandita Jaya’s favorite jobs is choosing a theme for the Get Yo Gear annual conference. Knowing what customers like to do in their free time helps her choose a great theme. The previous admin created custom objects to store information about contacts’ hobbies. Sandita also uses this information to plan customer gifts and other marketing initiatives. This data is collected through an annual customer survey and by word-of-mouth when employees talk to customers at events or on the phone.

  • HobbyRepresents the full list of hobbies to choose from.

  • Contact HobbyRepresents every hobby that an individual contact has expressed interest in.

Entity Diagram

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Business Requirements

Data Import

Sandita Jaya gave you a list of contacts to import based on the results of the latest customer survey and information gathered from visitors to Get Yo Gear’s booth at recent industry events. The list (which is in Excel) also includes opportunities that salespeople have been tracking outside of Salesforce—another thing you will use your Awesome Admin powers to change. You’ve already started cleaning up the file, but you’ve got a few more things to finish. Your task is to clean and import this data.

Notes:

  • You should not create new fields to import this data.
  • The data contains no duplicates.
  • Import all data as new records.
  • We recommend using Dataloader.io whenever possible to speed your import/export tasks. Other great tools include the Salesforce Data Import Wizard and the built-in export function within Salesforce reports.
  • See table below for notes on each tab of the spreadsheet.
Tab Label Import Data Into... Notes
Contacts and Accounts Contact, Account Standardize states to 2-digit abbreviations.
Opportunities Opportunity Standardize dates to yyyy-mm-dd.
Use the Account Name field to match each opportunity to its account.
Hobbies Hobby
Contact Hobbies Contact Hobby Each row represents a unique combination of contact and hobby. For example, if a contact has three hobbies, then they will have three lines in this sheet.

Reports

Get Yo Gear keeps in step with their customers’ needs using a variety of methods, including customer surveys, informal conversations during industry events, and the results of phone calls logged by Get Yo Gear salespeople. This data is mined for insights into what makes their customers tick. Sandita is particularly interested in the off-work activities of customers to help her plan themes for marketing events and customer swag. To help with this, she needs three different reports, none of which need special permissions.

Note: Create a custom report type to form the basis of all three reports, with Accounts as the top object.

Contacts by Hobbies and Ratings

First, she wants insight into the data you imported so that she can start planning the annual conference around customer preferences. She has a few different themes in mind related to hobbies. This report will help her see which theme will cast the widest net over Get Yo Gear’s customers’ interests. However, because the options for theme categories are constantly changing, hobby categories aren’t stored on the hobby object, so you need to create these categories within the report.

The matrix report (called Contacts by Hobby and Rating) will summarize hobby types categories as rows (called Hobby Type), and account ratings as columns (called Rating). Sandita would like you to use the following hobby types (with all other categories of hobbies categorized as “Other”):

  • Outdoor Activities
  • Arts and Crafts
  • Extreme Sports
  • Games

Sandita also wants a record count for each hobby type and account rating.

Contacts Without Hobbies

The second report that Sandita needs (called Contacts Without Hobbies) will show contacts who have not shared their hobby preferences. This list should be prioritized by accounts with larger open opportunities, and then summarized by individual accounts. With this report, she can prioritize collecting data for the annual conference and share the information with sales reps to determine customer gifts.

This report displays Account Name, First Name, Last Name, Account Value, Total Opp Value, Open Opp Value, % Open Opps, Phone, and Email. It summarizes first by Account Value and second by Account Name. For the purposes of this challenge, both the Account Value and % of Open Opportunities are created within the report itself.

A few things to note for this report:

  • Don’t create fields on the Contact object.

  • Create a Total Opp Value field on the Account object to summarize the value of all closed won opportunities for the account.

  • Create an Open Opp Value field on the Account object to summarize the value of all open opportunities for the account. In the report, this field is grouped into three categories; call the resulting categorized field Account Value:

    • 3 Low (<=$100,000)
    • 2 Med (>$100,000 to <=$200,000)
    • 1 High (>$200,000)
  • The % Open Opps field on the report should display the percentage of the value of the account's open opportunities to a combined total value of closed won and open opportunities. If there are no open opportunities, then show 0%. Show this summary field at the Account Name level only.

Lightning Hobbies by Contact

Now that the conference theme is nailed down as “Outdoor Activities,” your field sales reps would love a mobile-friendly Lightning Experience report to display their contacts whose hobbies fall within that theme. This information gives them a conversation-starter with the contacts they visit, and helps them boost conference attendance (a key metric for their bonus plan).

Summarize the Lightning Hobbies by Contact report by Account Name, then Contact Full Name, and show the Hobby Name as a column value. Filter the report to show only “My Accounts” for the sales reps. To eliminate potential confusion over the conference theme, set the hobby category filter to show contacts interested in “Outdoor Activities” and ensure that it can’t be edited by individual sales reps.

Note: You should NOT create an Account Name formula field on the Contact object to fulfill this challenge.

Marketing and Sales Dashboards

Dashboards are new to your users, so you’re starting small and building on them over time. You and your planning team have come up with the following sketches for the first three dashboards.

Dashboard Name Notes
Sales Manager Includes some key closed-won opportunity metrics, an overall opportunity pipeline funnel, and a list of the top-performing states by account value.
Sales Reps Contains the same elements as the Sales Manager dashboard, but respects record level security by displaying only the data that the user has permission to view.
Marketing Manager Includes metrics for planning the upcoming conference. Also includes a chart of top states.

Rough Dashboard Sketches

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Other Dashboard Requirements

The sketches don’t include all the nuances for each dashboard element. The table below outlines details you need to complete the challenges.

Header Title Source Report Notes
Closed Won Opportunities Number of deals and amount Closed Opps: number and amount by month Display currency in thousands. Number of deals has it’s own axis.
Closed Won Opportunities Amount by type Opportunities by Closed Month and Type Display currency in thousands. Group by type of opportunity.
All Opportunities Opportunity pipeline Opportunity Pipeline Display currency in millions.
Account Value Top 10 states Account Value Display currency as auto units. Apply conditional formatting for the sum of amount:
  • Above $150,000, choose any green
  • Above $100,000, choose any yellow
  • Below $100,000, choose any red
Contact Hobbies Type (with account rating) Contacts by Hobby and Rating Whenever the Account Rating field is displayed in a chart, use the following color scheme:
  • Hot, choose any red
  • Warm, choose any yellow
  • Cold, choose any blue
Contact Hobbies Top 10 hobbies Contacts by Hobby

Sales Manager Dashboard in Lightning Experience

Because you want to encourage more of your executives to use Lightning Experience, you’re creating Lightning Experience reports and dashboards to show the sales manager how Lightning Experience can improve reporting for both mobile and desktop users. Using the Sales Manager dashboard as a template, create a fourth dashboard tailored to Lightning Experience (called Lightning Sales Manager).

Because this is the first Lightning Experience dashboard for your execs, you want it to be super fantastic. You’ve decided to make some changes to take advantage of the flexibility of dashboards in Lightning Experience.

Notes:

  • The table below indicates which charts from the original Sales Manager dashboard to include in the Lightning Sales manager dashboard, and displays the changes you should make to each chart.
  • You recently took a marketing course and learned about "the power of three" as a communication strategy (go google it). So you've decided to feature just 3 components on this dashboard. #winning
Title Subtitle Source Report Chart Changes
A Closed Won Opportunities Old: Number of deals and amount
New: Opportunity value by month
Closed Opps: number and amount by month
  • Remove the number of deals
  • Show values
  • Chart size: 3 cells wide x 5 cells high
  • Change the subtitle to the new value
B All Opportunities Opportunity pipeline Opportunity Pipeline
  • Change chart type to donut
  • Chart size: 6 cells wide x 5 cells high
C Closed Won Opportunities Amount by type Opportunities by Closed Month and Type
  • Change chart type to stacked horizontal bar chart
  • Chart size: 9 cells wide x 4 cells high

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Report and Dashboard Security

Get Yo Gear’s executives love having everything in one place, so they want all their reports and dashboards in two folders, Executive Reports and Executive Dashboards. Create two additional folders (called General Reports and General Dashboards) to store the rest of the reports and dashboards.

Make the two general folders open to everyone in your org. Make the two executive folders accessible as follows:

  • C-level staff and anyone in the Exec R and D Users public group can view but not modify the contents of this folder.

  • Camila can manage the reports and dashboards in this folder. Her access isn’t based on her role or profile.

Use the table below to organize the reports and dashboards you’ve created.

Type Name Location
Dashboard Lightning Sales Manager Executive Dashboards
Dashboard Marketing Manager Executive Dashboards
Dashboard Sales Manager Executive Dashboards
Dashboard Sales Reps General Dashboards
Report Account Value Executive Reports
Report Closed Opps: number and amount by month Executive Reports
Report Opportunities by Closed Month and Type Executive Reports
Report Opportunity Pipeline Executive Reports
Report Contacts by Hobby General Reports
Report Contacts by Hobby and Rating General Reports
Report Contacts Without Hobbies General Reports
Report Lightning Hobbies by Contact General Reports

Notes on permissions:

  • Although you can only create a single user in your Developer Edition org, you can create as many empty permissions groups (profiles, roles, public groups, and so on) as you need to complete this challenge.

  • Create one user (Camila Martinez) to test access to reports and dashboard components. Make sure that she has access to the hobby-related data.